Here is something that took me many years to learn, and even longer to fully engage. I consider it the “holy grail” of self leadership. Lists alone do not drive action. Generally, only what gets scheduled gets done. The calendar is fine for tracking discrete events and appointments. What about all those to dos, projects, and priorities for which you never seem to have enough time? You need a framework for scheduling the whole variety of your activities—the weekly schedule.

You construct your weekly schedule to reflect your overall purpose (mission), and to include all of your roles. Mapping your time in this way shifts the emphasis from managing lists to taking action. Your project and task lists then animate your schedule by providing the next actions for each scheduled activity. Establishing these routines requires discipline in the beginning, but soon becomes habit. Your days and your life become more predictable. You spend less energy deciding what to do and overcoming inertia to start it, and more energy actually getting things done.

Initially, setting up your framework seems daunting. Start by plugging in routines you already have, such as daily work hours, sleep hours, meal times, Tuesday night meetings, Friday date night, and Saturday morning lawn work. Create appropriate blocks of time for each of your important roles, responsibilities, and commitments. Divide your work hours into blocks for important project focus, relationship or team building, staff meetings, reports, etc. Add blocks of time for daily workflow (quiet time, planning, email, phone calls, etc.) and weekly workflow (project lists review, bill paying, taking out the garbage, etc.). Include personal time for relaxation, recreation, hobbies, and exercise. Just lay it all out in rough form and refine as you implement. (Not comfortable in free form? Try this to get started — http://www.ca lendarpedia.com/weekly-schedule-word-templates.html — I like #14.)
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Whatever you do, remain flexible! Unexpected circumstances and opportunities will inevitably necessitate exceptions to your structure. Simply trade blocks. For example: You and your spouse attend a Wednesday night concert—replace your Friday date night with your normal Wednesday night activity. Weather prevents your Saturday morning lawn work—swap it with your Sunday afternoon family time. A client wants to meet Monday morning—move your Monday morning project focus to your normal Tuesday afternoon client face time. Or you can simply defer any displaced activity to the next week. If you are being productive and have momentum as you reach the end of a project block, keep going into your professional development block and pick up the development time in your next project block. Like all tools, the weekly schedule must serve you, not enslave you. When you go totally off routine, say for a day-long service project, or a two-week vacation trip, simply set the schedule aside and pick it up the following day.

Let me know how this works for you, or if you have insights from having used a weekly schedule in the past.